How To Manage Multiple Websites In HubSpot (Without Going Crazy)

hubspot-management

There’s a reason we’re taught from a young age to separate our whites from our reds when we’re doing laundry—some things are just meant to be done independently. It can make life easier and much more efficient (hello, no more white-turned-pink clothes!).

Well, it turns out that HubSpot doesn’t necessarily share this same view when it comes to trying to manage two websites within its platform. If you have a standalone product or brand, or perhaps two very different audiences, you may have more than one website. But the only two options HubSpot makes available to users are the Professional account, which results in a completely separate portal for each of your websites, or the Enterprise account, which is a single portal for all of your websites.

Because the Professional account only supports one domain, this means that if you have three different websites you would like to manage in HubSpot, you’ll need three completely separate Professional accounts. This is certainly effective for reporting, since you’ll be able to gather data for each domain independently, but it doesn’t come without its downsides. You’ll have to pay for three separate accounts, you’ll be jumping around from one portal to the other every time you want to do or check something for a different domain, and you won’t be able to see the data across all of your domains in one place.

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If you have more than two websites and 10,000 contacts to manage, you will likely find that the Enterprise account may be the more cost-effective approach. But the downside to this account type is that you won’t be able to gather a deeper understanding of each site’s performance, since you can’t separate one domain out from the other when it comes to reporting. (You can read more about the pros and cons of each account type here.)

If you go the HubSpot Enterprise route, you’ll need a strategy right from the very beginning in order to manually organize how you’re going to manage your two different sites within the same portal. And keep in mind that the longer you wait to devise a plan, the more confusing your portal is going to become.

Lucky for you, we recently created a HubSpot management plan for one of our clients trying to juggle two separate sites within the portal, and we’re sharing our exact strategy with you.

How To Manage Multiple Websites In HubSpot (Without Going Crazy)

Leads, keywords, reporting… before we can even dive into figuring out how to manage each of these, we’ll need to first start with a universal naming scheme that everyone at the company can adhere to.

Naming Scheme

For each HubSpot tool, you will need to follow a naming scheme in order to easily differentiate between your two sites. This should apply to the following:

  • Campaigns
  • CTAs
  • Design Templates
  • Emails
  • Forms
  • Landing Pages
  • Lists
  • Workflows

The naming rules for each should be as follows:

“Domain – Stage Of Funnel: Title/Name”

For landing pages, there is one addition—the type of landing page. Here are a couple examples:

  • nectafy.com – MOF – LP: 30 Insider Tips For Getting Fast Results From HubSpot
  • nectafy.com – MOF – TY: 30 Insider Tips For Getting Fast Results From HubSpot

(“LP” stands for “landing page” and “TY” stands for “thank you” page.)

Read More: A HubSpot File-Naming System To Keep You Perfectly Organized

Note that it’s important to list the domain first when naming items in HubSpot, as it will allow you to sort or search by domain quickly.

Leads

Separating out leads is one of the most important reasons for implementing this HubSpot management system. Surely you’re going to want to know which leads are attributed to which website, and this process will make that doable.

Assignments

Follow this process to assign each contact to a particular domain.

  1. Create a new contact property (HubSpot > Contacts > Contact Settings > Create New Property): “Domain.”
  • Radio Select Options:
    • Domain Name #1
    • Domain Name #2
  1. Create a new workflow and set up the following rules utilizing an if/then branch:
  • First Page Seen = DOMAIN #1 Or
  • Contact Has Filled Out Any DOMAIN #1 Form

If YES:

  • Mark “Domain” as DOMAIN #1.

If NO:

  • Mark “Domain” as DOMAIN #2.

Organization

Keep yourself organized by having two sets of lists for each “Domain.” The suggested list titles and conditions are outlined below.

Domain #1:

  • Domain #1 – Leads
    • Contact Property Domain = DOMAIN #1 AND
    • Contact Property Lifecycle Stage = Lead AND
    • Create Date Is Between [Month You’re Reporting On]
  • Domain #1 – MQLs
    • Contact Property Domain = DOMAIN #1 AND
    • Contact Property Lifecycle Stage = MQL AND
    • Contact Property Became An MQL Date Is Between [Month You’re Reporting On]
  • Domain #1 – SQLs
    • Contact Property Domain = DOMAIN #1 AND
    • Contact Property Lifecycle Stage = SQL AND
    • Contact Property Became An SQL Date Is Between [Month You’re Reporting On]
  • Domain #1 – Opportunities
    • Contact Property Domain = DOMAIN #1 AND
    • Contact Property Lifecycle Stage = Opportunity AND
    • Contact Property Became An Opportunity Date Is Between [Month You’re Reporting On]
  • Domain #1 – Customers
    • Contact Property Domain = DOMAIN #1 AND
    • Contact Property Lifecycle Stage = Customer AND
    • Contact Property Became A Customer Date Is Between [Month You’re Reporting On]

Domain #2: Follow the same rules as above, except replace DOMAIN #1 with DOMAIN #2.

  • Domain #2 – Leads
  • Domain #2 – MQLs
  • Domain #2 – SQLs
  • Domain #2 – Opportunities
  • Domain #2 – Customers

Personas

You’ll also want to create workflows that assign your personas to a specific domain by setting up these rules:

  1. Assign a DOMAIN #1 persona if the contact meets the job role criteria AND they have “Domain” set as DOMAIN #1.
  1. Assign a DOMAIN #2 persona if the contact meets the job role criteria AND they have “Domain” set as DOMAIN #2.

Reporting

Now that you’ve established a way to attribute leads to each of your domains, you’ll want to put this data to use by reporting on it.

Monthly Reporting

Without all of the above steps, reporting on monthly visits, leads, and MQLs by domain would be impossible. But now that we’ve established a way to attribute leads to each domain, we’re almost ready to put this data to use by reporting on it. The process for reporting on this criteria is outlined below (but keep in mind that if you want to dive even deeper and pull more detailed data, you may want to utilize Google Analytics as well).

Visits

Initially, we thought determining visits by domain would be a piece of cake with HubSpot’s relatively new Events tool. But after some back and forth with their support team, I quickly discovered that Events can only be used to track specific actions—such as a click on a particular page—not actions across an entire domain.

After going back to the drawing board, it turns out that the only way to separate out visits by domain is to utilize the Page Performance tool. Here’s how to do it:

  1. In HubSpot, navigate to Reports > Page Performance.
  2. Filter the results by the month you are reporting on and report on all pages.
  3. Export the file (located in the top, right-hand corner).
  4. Delete out row one and columns E-M.
  5. Delete out the rows at the very bottom starting with “Exported by HubSpot Reports.”
  6. Sort the spreadsheet by URL (A to Z).
  7. Delete out all rows that don’t start with the domain name you are reporting on.
  8. When only URLs for the domain you are reporting on are remaining, add up the total in column D for total views.

Leads

Use the list you previously created, “DOMAIN #1 – Leads,” and filter by month to determine the number of leads that came from that domain. Repeat the process for your other domain(s).

MQLs

Use the list you previously created, “DOMAIN #1 – MQLs,” and filter by month to determine the number of MQLs that came from that domain. Repeat the process for your other domain(s).

Keywords

In order to report on the effectiveness of your keywords for each domain, you’ll need to assign a campaign to each of your domain-specific keywords. For example:

  • Keywords targeted for DOMAIN #1 need to be tagged with the “DOMAIN #1” campaign.
  • Keywords targeted for DOMAIN #2 need to be tagged with the “DOMAIN #2” campaign.

Implementation

At the risk of sounding dramatic, this entire process will quickly become useless if you don’t have your whole team (or anyone else who helps with your company’s HubSpot management) on board. So make sure that everyone who needs to know these rules are up to date on this process and that they routinely follow these steps when working in HubSpot.

And while we may have initially patted ourselves on the backs over here at Nectafy for figuring out a “cheat” to managing two domains within a HubSpot Enterprise account, the truth of the matter is, if the software is going to allow you to run both within one portal (and charge you for it), you should be able to report on each domain separately.

Hopefully HubSpot will soon catch on that bundling everything into one portal doesn’t necessarily make life easier if we’re not able to extract valuable information based on domain. In the meantime, we’ve done the dirty work for you, and once you have the process down, reporting on two different domains will be as clean and tidy as your diligently separated light and dark laundry.

Have you run into any issues with managing two domains in one HubSpot portal? Let me know in the comments or get in touch @nectafyI’d love to hear your thoughts on the topic.

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